Vacancy Title: Human Resource Assistant – IOM

Open to Internal and External Candidates

Vacancy Number: VN/IOMSO/002/2023

Duty Station: IOM Somalia in Nairobi, Kenya

Classification: General Service Category, Grade G4

Type of Appointment: One Year Fixed Term, with possibility of extension

Estimated Start Date: 01 April 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Head of Human Resources Unit of IOM Somalia and under the direct supervision of the Human Resources Officer (HRO) in Nairobi, the HR Assistant will perform routine and specialized Administrative and Human Resources tasks. Key objectives of the role include ensuring administrative and personnel accountability and implementing clear, efficient procedures for routine processing tasks. In particular, he/she will perform below responsibilities.

Core Functions / Responsibilities:

1. Involve in recruitment process for staff and non-staff, draft vacancy, shortlist of applications, arrangement of interviews and tests, reference checks, participate as a panel member for the interview. Arrange the job-offer and onboarding process, including medical clearance, security vetting, process ID card, etc.
2. Keep track of all active staff in employment and perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; Monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions, and other related documentation.
3. Ensure that each staff/non-staff is registered on the Biometric Time and attendance system. Perform the role of Time-keeper in PRISM; maintain, update all attendances, overtime/compensatory leave, and reconcile all leave types quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM.
4. Support to HR process of separation, classification, reclassification, and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
5. Create, update, and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
6. Assist coordination with Occupational Health Unit (OHU) for Medical Service Plan (MSP) application and participation. Assist medical/evacuation case and coordinate with Insurance company as necessary including process payment for staff/dependents hospital bills in coordination with OHU.
7. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
8. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
9. Take part in performance evaluation HR Agent of the mission, assist staffs and supervisors on the requirement, maintain reporting lines.
10. Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
11. Perform other related duties as assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with minimum of two years of relevant professional experience; or
• High School diploma from an accredited academic institution with four years of relevant experience.

Experience

• Experience in Human Resources management covering recruitment, salary and benefits administration, performance management, training and development, and HR Information System (HRIS).
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in HRIS is a distinct advantage.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, detail and client-oriented, patient and willingness to learn new things.
• Well organized, mature individual, able to work independently, and meet deadlines.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Must have excellent communication skills (written and spoken).
• Ability to work under pressure and with minimum supervision;
• Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.

Languages

Fluency in English and Kiswahili (oral and written). Working knowledge of Somali is an advantage.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioral indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.